Marquee Hire Checklist

A practical checklist covering every stage of the marquee hire process, from first plans through to the day itself.

Before you start

Get the fundamentals locked down before you contact any suppliers. These four decisions shape everything else — the type of marquee you need, the size, what extras to budget for, and which suppliers can actually serve your location.

  • Decide your guest count. Seated dinner, standing reception, or both? This determines the floor area you need.
  • Choose a date. Peak season (May to September) books up fast. Off-peak dates give more availability and sometimes lower prices.
  • Set a budget. Include extras — flooring, lighting, heating, furniture and toilets can double or triple the structure-only price.
  • Decide on a venue or location. Your own garden, a private estate, a farmer’s field? The site dictates what’s possible.

Choosing a supplier

Not all marquee companies are equal. Some provide structure only, others handle the full setup including furniture and lighting. Get multiple quotes and compare what's actually included before committing.

  • Get at least three quotes. Prices vary significantly between suppliers, even in the same area.
  • Check reviews on Google, Facebook and wedding directories. Look for comments about reliability and communication, not just aesthetics.
  • Ask to see their marquees in person. Photos don’t show canvas quality, structural condition, or how clean the equipment is.
  • Confirm they hold public liability insurance. Most venues and landowners require this as a minimum.
  • Check they offer site visits. A supplier who quotes without seeing the site is guessing.

The site visit

A proper site visit catches problems before they become expensive. Your supplier should walk the ground with you and flag anything that affects setup, access or cost. If they don't offer one, ask why.

  • Ground conditions. Grass is ideal for staking. Hard standing (patios, concrete) needs weighted anchoring at extra cost.
  • Access for delivery vehicles. Marquee trucks are large. Check lane widths, gate clearances and turning circles.
  • Proximity to a power supply. How far is the nearest consumer unit or generator position? Long cable runs add cost.
  • Drainage. Low-lying or waterlogged ground causes problems. Check where rainwater collects after heavy rain.
  • Slopes or obstacles. Gradients above 5% may need levelling. Trees, walls and outbuildings limit where the marquee can sit.
  • Neighbouring properties. Let adjacent neighbours know about delivery and setup — large vehicles and early starts cause friction otherwise.

What to ask the supplier

Once you've shortlisted a supplier, get clear answers on everything that affects cost and logistics. Assumptions cause problems — pin down the details in writing.

  • What’s included in the price? Structure only, or does it cover flooring, linings and lighting?
  • Delivery and collection dates. How many days before the event do they arrive, and when do they collect?
  • Setup and takedown time. This affects when you can access the site and when you need to be cleared out.
  • What happens in bad weather? Is the structure wind-rated? What’s their procedure for high winds or storms?
  • Cancellation policy. What do you lose if you cancel at 3 months, 1 month, or 2 weeks?
  • Payment schedule. Most suppliers take a deposit on booking and the balance 4–6 weeks before the event.
  • Do they provide furniture, lighting, flooring and heating, or do you need separate suppliers for those?

Extras to consider

The marquee structure is the starting point. Most events need several extras, and the cost of these often exceeds the marquee hire itself. Decide what you need early so you can budget accurately.

  • Flooring. Protects against mud and uneven ground. Options range from coconut matting (budget) to hardwood parquet (premium).
  • Lighting. Festoon lights, chandeliers, uplighters or fairy lights. Lighting transforms the atmosphere more than any other single extra.
  • Heating. Essential for spring, autumn or evening events. Options include propane heaters, electric fan heaters and underfloor heating.
  • Furniture. Tables, chairs, benches. Check whether the marquee company provides these or if you need a separate hire company.
  • Dance floor. A dedicated floor area, typically parquet or chequered. Usually hired as modular panels laid over the marquee floor.
  • Generator. Required if the site has no mains power or insufficient capacity for lighting, heating and catering equipment.
  • Toilets. Luxury trailer toilets or portable units. Essential for garden or field sites without adequate facilities nearby.
  • Catering tent. A separate back-of-house tent for the caterers. Most caterers require this for food prep and washing up.
  • Bar area. A dedicated bar counter or separate bar tent. Some suppliers offer purpose-built bar units.

Final checks (1–2 weeks before)

In the final fortnight, tie up the loose ends. Most problems on the day come from things that could have been confirmed the week before.

  • Confirm delivery time and date with the supplier. Make sure someone is on site to meet them.
  • Confirm the final layout. Table plan, dance floor position, bar location, entrance orientation.
  • Arrange access. Unlock gates, move cars, clear the route for the delivery vehicle. Mark the setup area if needed.
  • Notify neighbours. Let them know about delivery times, especially if vehicles will arrive early or block access briefly.
  • Check the weather forecast. If high winds are expected, discuss contingency plans with your supplier.
  • Confirm power arrangements. Generator delivery, cable routes, consumer unit capacity — whatever applies to your site.

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